Hey friends,
I use spreadsheets a couple of times a week, but I’m no Excel wizard.
Last week I had a huge list to categorize, and the new =AI formula in Google Sheets saved me.
It’s an in‑cell function powered by Google’s Gemini AI that turns plain‑language prompts into useful outputs like summaries, categories, sentiment labels, and even short email drafts (if that’s what you need).
You just type:
=AI("your prompt", [optional_range]), and the AI reads your prompt and the referenced cells to generate the response.
It’s literally an AI copilot right in your spreadsheets.
And if you’re like me who barely remembers the right formulas to use, then this will be super valuable for you.
(My work colleagues actually think I’m a spreadsheet genius, but I’m far from it LOL).
The nerd in me is quietly SO excited, because it makes working with spreadsheets actually.. fun 😅.
Let me take you through what it does, how to use it and how you can get started.
📌 What Exactly Is the =AI Formula?
Google Sheets’ =AI formula is like having a built‑in AI assistant for data related tasks.
It uses natural language to do things that once required complex formulas or manual work:
- Text generation & translation — Create short emails or social posts directly from cell data, or even language translations
- Data extraction & classification — Ask it to pull key details or classify rows into categories
- Summarization & sentiment analysis — Turn long text into concise summaries or label comments as positive or negative
- Real-time insights — It processes data instantly, giving you quick feedback without leaving Sheets
You trigger it by typing =AI("Prompt", [range]), where the range provides context for the AI.
It’s available to users in Google Workspace Labs (for free) and Gemini for Google Workspace (your admin may have to enable it).
⚡ 3 Ways I’m Using the =AI Formula
✅ 1. Mass categorizing lists
My first test was sorting a list of loan categories into settled vs pre-approved. Instead of a nested IF statement, I used:
=AI("Is this loan settled or pre-approved?", A2)
(Then drag it down for the entire range of course).
The AI scanned each paragraph and returned “settled” or “pre-approved” in seconds.
This saved me from manually filtering 200+ rows.
Why it matters: Categorizing by rules is tedious. The AI handles fuzzy logic and odd names, with just one prompt.
✅ 2. Spotting sentiment fast
In the past, as a product marketer, I often had to sort through piles of customer feedback to see what was positive and what was negative.
Using =AI("Classify the sentiment of this feedback as Positive, Negative, or Neutral.", B2:E2) instantly tagged each row.
It pulled context from the feedback column and gave me a clean sentiment label I could use for reporting or deeper analysis.
Why it matters: This makes it easy to categorise feedback at scale and frees up your time to focus on the insights instead of manual sorting.
✅ 3. Extracting and summarizing text
For longer comments, I use =AI("Summarize this in one sentence", A2).
In another case, I asked it to extract a specific word: =AI("Find the client's email address", A2).
Instantly Gemini AI gave me the exact email address in a long paragraph, without complicated formulas (otherwise this would have taken me days).
Why it matters: Extraction and summarization used to mean complex formulas. Now it’s just natural language.
🛠 How to Get Started (3 Simple Steps)
- Open a sheet & type the formula: In any cell, write
=AI("prompt", [range])
- Prompt and range: Be specific in your prompt with what you want the AI to help with, select the cell and press Enter
- Review & refine: AI responses are text-only and depend on the prompt.
Always scan for accuracy. If a category is off, adjust your prompt and regenerate.
📈 Why This Matters
Traditionally, spreadsheets require formula expertise or macros to automate tasks.
The =AI formula flips that: you describe what you want, and the AI does the work.
This is ideal for people who use spreadsheets occasionally (like me) and even more powerful for daily spreadsheet pros (unlike me).
It lowers the barrier for summarizing, tagging, replying and analyzing data.
🫡 Final Thoughts
We’re moving from “how do I write the right formula?” to “how do I ask the AI clearly?”
Remember that quote: AI won’t take your job, but someone using AI will.
This is the perfect reminder of that. It literally helps you level up and you can totally impress your friends, colleagues or boss.
For me, =AI has turned Google Sheets into a partner that categorizes, drafts, and extracts on demand.
Try using it on a real task like sorting a long list, summarizing comments, or drafting a quick email.
Remember, output quality relates directly to your prompt clarity and you should always verify the results.
Let me know if this helps, I’d love to see how this simplifies your work.
To smarter spreadsheet-ing,
Nahid
